Workaround sync Accounts Receivable lightspeed accounting

GautamGautam Member Posts: 2
After signing up for lightspeed accounting, I found out that I cannot sync my customer credit accounts across to my accounting software (quickbook) the main reason for this was the ability to analyze the ageing of my AR. I don't understand how this is not possible under lightspeed accounting and is a vital piece of information when running a business. Which means having a cloud based point of sale, having analytics, Omni channel e commerce, but no Accounts Receivable. Please I have there is someone who has thought of a workaround.

FYI this feature was available when I was running QuickBooks point of sale 2013 and QuickBooks desktop 2012. It's 2019, this is has to be possible.

6 comments

  • gregaricangregarican Member Posts: 533 
    edited January 2019
    We found similar challenges when it comes to customer AR aging. There really aren't baked in reports or exports that can provide this. Thankfully the one of our three retail companies that uses LS Retail doesn't have a great deal of customer AR. 

    We found that LS Retail customer "accounts" are more or less just a big catch-all pot. Really more of a blend of positive and negative transaction types. For example, a customer who returns an item for refund and wants to purchase something else down the road sometime. That's an in-store credit. Another high profile customer who wants to take home an item we just put on a charge account, so they can pay us later. Then a different customer who wishes to put an item on layaway and makes an initial deposit. Whereas another customer places a special order and makes that deposit. And so on.

    The problem in our world is that for accounting and financial reporting reasons, all of these transaction types needs to be separately reportable. Since a special order for an item we don't have possession of is different than a layaway that we do have possession of. And a customer who has in-store credit is different than a customer who owes us money. It sounds simple and it is. But unfortunately LS Retail isn't build from splitting out the pot. At least with canned reporting. Another reason we won't migrate our other companies to this solution.

    Through the API you could pull the different transactions and break them out into separate pots through an external DB table set or something. That's personally what I would do if I were forced to move our other companies to LS Retail. That way you can get at the data that you need easier...
  • GautamGautam Member Posts: 2
    Hey Gregarican, 

    Thank you for your reply. My main item to track is "high profile customer who wants to take home an item we just put on a charge account, so they can pay us later." I have a group of people, companies and more who pay later basis. I wanted to automate reminders to these customers that they owe me money and how long ago it has been. Instead of a manual transaction each time. 

    "Through the API you could pull the different transactions and break them out into separate pots through an external DB table set or something." How would I do this? 
  • gregaricangregarican Member Posts: 533 
    That's a rather long reply in the making on my part :smiley:

    For starters, you'd query endpoints such as these:

    https://developers.lightspeedhq.com/retail/endpoints/Customer/
    https://developers.lightspeedhq.com/retail/endpoints/CreditAccount/
    https://developers.lightspeedhq.com/retail/endpoints/SalePayment/

    There are common keys between these endpoints. For example the creditAccountID. If you query these endpoints, then take the JSON replies and insert them into SQL database tables then you can look at timestamped transactional activity of the SalePayment lines in order to determine which customers owe you how much payments between which dates/times.

    That's a start at least. If you haven't worked through API or SQL development work then this type of task might be a stretch. I'd recommend perhaps looking for a third-party development resources who is familiar with LS Retail's API and well versed in SQL.
  • messhiasmesshias Member Posts: 35
    Did you try using relations for that? I mean, when you get your customer data uses the CreditAccount relation to get related data.

  • NickSNickS Member Posts: 22

    Gosh - this is worrying. Just in the process of transitioning to Lightspeed and very alarmed by what I have seen so far in terms of integration of POS and accounting software. Why would you set things up this way?! As far as I can tell Lightspeed only transfers accounting information on a cash basis and then the transaction journals are either aggregated as an entire day's worth of transactions or are split into item level sales detail as opposed to transaction level detail with each sale relating to a single 'invoice' in the POS side of things. Very bizarre - I assume not written by accountants?

  • paulippaulip Member Posts: 1
    edited September 1

    Let me address what i've discovered about A/R and Lightspeed (good news)....

    I am in the process of getting Quickbooks Online...so what integrates with QB in terms of POS was vital to our business...We thought that in the future we might have to go back to Quickbooks desktop since POS systems online are pretty weak when it comes to the accounting.

    Lightspeed offered 2 very important pieces which we thought were critical...1) the ability to connect natively to Quickbooks Online not desktop...AND 2) The ability to make purchase orders....(most small online POS systems dont really care about inventory control.).

    And Lightspeed was Light years ahead of the competition when it comes to many things...but not Accounts Receivable...an open invoice which gets buried is pretty useless.

    And when I was talking with the folks at LS....they mentioned that some former employees formed a company called Quote Machine which does the A/R functionality.

    And they werent wrong...they put me in touch...and we had a few three way conference calls....Quote Machine takes LS and integrates it with better Quotes, and Invoices. You can use Quote Machine and make an Invoice..which you can see in LS.....AND you can then see an aging of that account in Quote Machine..AND AND...you can use Quote Machine's native Quickbooks connector to push that open invoice into Quickbooks as an open invoice....And then you can use the aging functions in Quickbooks to watch those open invoices.

    If Lightspeed got a 2 out of 10 for its A/R functionality before...then with Quote Machine layered on it...It gets an 8.5 out of 10. Why only 8.5? I'll list the negatives next....

    The negatives...

    1) you kinda pay per invoice...not for paid sales..but the open ones...whether you do them in LS or Quotemachine...there is a price...its pretty low if you dont make A/R invoices often...But it could add up.

    2)The ability to see a traditional aging report although greatly improved in Quote Machine...it still doenst get all the way there...its the one notably lacking thing....But even if you push the invoices to Quickbooks...it'll suck there too....But i bet there is Quickbooks addon to make the aging look like a traditional aging report....like QUICKBOOKS DESKTOP HAS!!!! Sorry...Quickbooks Online has some stupid sucky things which should have been fixed years ago.

    3) If you pay the invoice in Lightspeed or Quote Machine...that payment can be made to flow all the way into quickbooks...But if you pay in Quickbooks it doesnt mark the invoices paid in Quote Machine/LS....its a minor problem...But just means u do all your payments in Lightspeed...or Quote Machine.

    Look..its pretty good...and is a life saver....

    Now to find a way to have Lightspeed make their sales receipts look more like an invoice *sigh*

    Post edited by paulip on
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